Do's and Don'ts of Hybrid Events
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This document discusses considerations for hybrid events that include both live and online participants. It finds that hybrid events can reach a much larger audience while reducing costs and environmental impact compared to solely in-person events. However, they require dedicated design of separate experiences for live and online participants, new roles to manage the online experience, and inverted marketing efforts focused more on digital than traditional channels. Budgeting for elements like video production, streaming services and virtual platforms is also needed. Overall, hybrid events provide opportunities but require planning and resources to execute successfully.
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Do's and Don'ts of Hybrid Events
- 1. From Local to Global Do’s and Don’ts of a Hybrid Event
- 3. Gerrit Heijkoop How Can I Be Social (HCIBS) Twitter: @HCIBS or @GHeijkoop Facebook: /HCIBS Email: Gerrit@HCIBS.com
- 4. why
- 5. “In advance I was not sure of what to expect, but there was so much positive energy! It brought people closer together, which really suits the values of our brand” Mieke van Loenen Director of events, ICCA
- 6. Let’s have a look …
- 7. Definition hybrid event An event with both live participants as remote participants.
- 9. “I have particpated in an event as an ‘online delegate’” Disagree Agree
- 10. “I will be involved in hybrid events in the future” Disagree Agree
- 11. 70% “I will be involved in hybrid events in the future” Disagree Agree MPI Hybrid Meeting Survey - Sept, 2012 - 1,800 respondents
- 13. Program(s) at a glance Day 1 Day 2 Bangkok, Thailand Day 1 Beijing, China P.R. Offices Mobiles Hybrid bidding seminar Amsterdam, Netherlands Day 3 Day 2
- 14. Program(s) at a glance Pre-Show LIVE Interactive session 1. Welcome by virtual hosts 2. Martin Sirk, CEO ICCA & moderator After-Show 1. Bidding story by panelist 2. Mieke van Loenen, events director ICCA 3. Do’s & Don’ts in bidding, 2 panelists (clients) 3. RSMP experience, 2 live delegates 4. Martin Sirk, CEO ICCA & moderator 5. Closing by virtual host
- 27. Why??
- 28. Why stay local, when you go global? “Het online ontsluiten van bijeenkomst leidt tot minder deelnemers”
- 30. Compare the numbers ICCA RSMP live #ICCABidding online • 152 delegates • 37 countries • 80 in session • • • • • • 604 viewers 75 countries 171 chat & 119 Twitter 521 messages 42.210 reached 12 high quality videos
- 31. Why NOT?
- 32. “Releasing content online will lead to less live particpants”
- 33. 50% is afraid of ‘cannibalisation’
- 35. Benefits are clear! 1. Larger reach 2. More interaction with audience 3. Sponsor opportunities 4. Reduces CO2 & travel costs 5. Huge pile of promotion material
- 36. how
- 37. What does it take? Design People Marketing Budget
- 38. What does it take? Design People Marketing Budget
- 40. Design: two experiences Live participant Online participant • Plenary • Listen & Watch • Parallell • Interviews • Workshops • Exercises • Activities • Breaks • Networking • Networking
- 43. What does it take? Design: two experiences People Marketing Budget
- 44. People: hybrid event team Online Presenter Online Moderator
- 45. What does it take? Design: two experiences People: new roles Marketing Budget
- 46. Marketing: upside down effort
- 47. What does it take? Design: two experiences People: new roles Marketing: upside down effort Budget
- 48. Budget: what does hybrid cost?
- 49. Budget: what does hybrid cost? 1% 2% Decor Internet 6% Content 8% Consultancy 10% Virtual platform 30% Streaming Services 7%: €1.000 Decor & other 13%: €2.000 Internet 10%: €1.500 Content 27%: €4.000 Consultancy & Production 7%: €1.000 Virtual platform 20%: €3.000 42% Video production MPI Hybrid Meeting Survey - Sept, 2012 - 1,800 respondents Streaming Services 17%: €2.500 Video production ICCA RSMP Hybrid session, July 2013 - HCIBS
- 50. What does it take? Design: two experiences People: new roles Marketing: upside down effort Budget: €15.000 + …
- 51. what
- 53. #reflection apply to your own situation
- 55. Before we go …
- 57. I am going to …
- 58. Gerrit Heijkoop How Can I Be Social (HCIBS) Twitter: @HCIBS or @GHeijkoop Facebook: /HCIBS Email: Gerrit@HCIBS.com